Receptionist/Administrator

Job description

Job responsibilities

Receptionist:

Dealing with all patient enquiries into the practice in an effective and professional manner, correctly signposting to the most appropriate source of care, including at the reception hatch and on the telephone.

• Adhering to any reception workflows/protocols
• Effectively dealing with all other enquiries into the practice, following practice protocols
• Supporting the induction, training and development of new team members

Answering practice phones promptly with standard greeting and dealing with patient queries and appointment booking

Registering permanent and temporary patients, including any associated new patient tasks (new patient health check invitation, contacting old practice and arranging review with practice pharmacist)

Conducting chronic disease monitoring invitations on a monthly basis

Booking appropriate appointments for patients

Use of practice digital tools, such as Accurx, iPlato & Docman

Sending clinical correspondence to patients and hospitals as requested using Accurx

Dealing with reception & administrator emails

Updating any patients change of address or contact details and actioning any out of area patients

Taking payments from patients for any private work conducted at the practice and ensuring details of the paid invoice is passed to admin/Practice Manager

Complete any patient coding results (such as Breast Screening, flu etc)

Franking outgoing post and ensuring there is sufficient credit added to the machine

Ensuring entries are coded onto the patients medical record as needed

Tidying new patient paper medical records

Sending signed xray requests

Logging chemist scripts sent to pharmacies on the clinical system

Administrator

Typing letters, reports and associated documentation as required

Liaising with external agencies such as hospitals and community services, ensuring referrals are processed efficiently

Administration tasks as required

Scanning of patient related documentation and attaching scanned documents to patients healthcare records

Input data into the patients healthcare records as necessary

Process referrals

Process requests for information i.e. SAR, insurance / solicitors letters and DVLA forms

Read code data on the practice clinical system

Maintain a clean, tidy, effective working area at all times, including leaving your desk tidy at the end of the day with no documents left out or on printers

Support all clinical staff with general administrative tasks as requested

Manage all queries (including administrative queries) as necessary in an efficient manner

Act as a focal point for the practice managing requests from external organisations such as the local Police, solicitors, DVLA and other agencies

Record minutes of meetings such as MDT and Significant Event Meetings and ensuring any follow up actions are completed

Processing patient deductions and amendments and preparing the weekly PMR bags for collection

Person Specification

Qualifications

Essential

• Significant previous experience of working in a proactive administrative role.
• Excellent communication skills, both written and oral, with a clear and polite telephone manner.
• Strong IT skills, competent in the use of Microsoft Office (Word, Excel, Outlook).
• Excellent organisational and time management skills, with the ability to multitask and prioritise workload effectively.
• Strong attention to detail and accuracy.
• Ability to work independently using own initiative and as part of a team.
• Commitment to maintaining patient confidentiality and adhering to GDPR regulations at all times.
• A flexible and cooperative approach to work demands.

Desirable

• Previous experience in a healthcare setting, preferably within General Practice.
• Knowledge of clinical systems (e.g., EMIS Web, Docman).
• Familiarity with medical terminology and NHS processes.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Caereinion Medical Practice

Address

Caereinion Medical Centre

Llanfair Caereinion

Welshpool

Powys

SY21 0RT

Employer's website

https://www.caereinionmedicalpractice.co.uk (Opens in a new tab)